Stages Of Grant Research Nonprofits Go Through As They Grow

The grant research journey is a dynamic process that evolves as nonprofits grow. Each stage of grant prospect research presents unique challenges and opportunities, and anticipating these milestones is key to making the most out of them.

This guide will provide you with a clear roadmap of the different stages of grant prospect research and how they evolve. You’ll learn:

• How growing nonprofits approach grant research
• Top grant prospecting challenges
• Which tools to leverage during each stage of the process

Let’s dive in.

For small nonprofits, navigating the early stages of grant prospect research demands a strategic approach, especially considering the challenge of limited resources.

Most new and emerging nonprofit organizations grapple with limited financial and human resources needed for grant research, which is why investing in a targeted and efficient approach to find the right funding opportunities is so important.

Here’s an overview of the key stages of grant prospect research for smaller organizations:

Initial Needs Assessment

At this stage, small nonprofits focus on and prioritize their immediate funding needs.
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By consulting key stakeholders, auditing the organization, and analyzing their financial position, nonprofits can gain a comprehensive understanding of their funding needs—which allows for a more focused and strategic approach to grant research.

This step also involves a careful analysis of the nonprofit’s organizational budget. Small nonprofits need to meticulously assess their operating expenses, project costs, and future plans to create a roadmap for their grant-seeking activities.

Basic Research

Once small and emerging nonprofits have identified their immediate funding needs, they can then align them with potential grant opportunities.
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By scouring online databases, local foundations, and government agencies, nonprofits can search for grants that align with their mission and program activities, laying the groundwork for strong proposals.

For these organizations, grant research can sometimes feel a bit overwhelming or scattered, which is why many keep their focus centered on local grants.

Pro Tip: Instrumentl streamlines grant research for you by smart matching you to relevant funders and funding opportunities that align with your project location, field of work, funding use, and more.

Informal Networks

With limited resources, smaller nonprofits also often rely on personal connections and local networks to find potential funders.
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Community partners and informal networks become a key strategy, opening doors to potential funders who may not be immediately visible through traditional research avenues for small and emerging nonprofits.

Nonprofit organizations can strengthen their informal networks and expand the reach of their grant prospecting efforts by:

• Actively participating in local events
• Collaborating with local businesses
• Engaging with community leaders

There are also plenty of free resources that small nonprofits can use to enhance their grant researching efforts, including free blogs and grant-writing workshops.

For growing nonprofits, this next chapter is all about advancing their grant research efforts while managing new challenges and opportunities.

Let’s explore the pivotal components of this stage of grant prospecting.

Expanding the Team

With growth there often comes the opportunity to expand a nonprofit’s team with the addition of dedicated grant writers or researchers.
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The addition of dedicated grant writers and/or researchers allows for more thorough prospect research, enhancing the organization's ability to identify and pursue a wider array of funding opportunities.

Hiring professionals like grant consultants or grant writers broaden an organization's capacity to address diverse funding needs and discover prospects effectively.

Diversified Funding Streams

Growing nonprofits tend to diversify their funding streams.
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At this stage, growing nonprofits often move beyond local grants and cast a broader net to actively pursue funding from foundations, corporations, and government agencies.

This diversification of fundraising strengthens financial resilience and creates a robust and varied financial portfolio.

Grant Tracking Systems

With an increasing number of applications, growing nonprofits often seek out ways to organize and track their grants effectively.
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Dedicated grant tracking systems ensure the efficient management of applications, deadlines, reporting requirements, and overall grant administration.

Utilizing dedicated grant management software like Instrumentl, nonprofits can set reminders, keep track of tasks, and centralize all of their grants in one place.

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Professional Development

As nonprofits advance, investing in professional development becomes pivotal.
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Staff may engage in grant prospect research training to enhance their skills and knowledge, equipping them to navigate the evolving landscape of grant opportunities with confidence and also increasing the organization's competitiveness in securing grants.

Registering for online courses and workshops, attending industry conferences, and fostering mentorship opportunities can contribute to continuous learning and development within the organization's grant research team.

For example, in 2022 Fundraising Everywhere hosted a Grants and Major Donors conference for nonprofit professionals.

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As nonprofits enter a phase of substantial growth, it is important to have strong and effective grant research strategies in place.

Let's explore the key strategies adopted by medium-sized nonprofits for their grant prospect research efforts.

Strategic Planning

Because of their higher capacity, medium-sized nonprofits typically take a more sophisticated approach to grant research.
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Medium-sized nonprofits often engage in strategic planning, aiming to seamlessly align their grant research efforts with long term, organizational funding goals.

Implementing annual planning sessions, conducting SWOT or SOAR analyses, and involving the board guide grant research activities at this stage.

Grant Writing Teams

Medium-sized organizations often establish dedicated teams for grant research and writing.
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Established and dedicated grant writing teams allow for a more systematic and collaborative approach to prospect research and crafting compelling grant proposals, maximizing the effectiveness of grant-seeking endeavors.

Pro Tip: Nonprofits can enhance the efficiency of their grant-writing teams by fostering a collaborative environment. This can be done by assigning specific roles and responsibilities, conducting regular team meetings, and providing ongoing training.

Sophisticated Tools

Medium-sized nonprofits recognize the importance of efficiency, which is why they often invest in advanced grant research tools and databases like Instrumentl.
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Grant research and management tools enhance a nonprofit’s capacity to identify good-fit funders more efficiently, streamlining the research process.

For example, nonprofits can leverage Instrumentl’s 990 snapshots to learn more about a funder’s past giving history—helping them to easily assess their fit.

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You can sign up for a 14-day free trial of Instrumentl here.

Collaboration

Collaboration becomes a key element in the grant seeking process for medium-sized nonprofits.
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Many nonprofits at this stage choose to collaborate on grant opportunities with other nonprofits or partners to increase their impact and the competitiveness of their applications.

This collaborative approach also expands the scope of grant opportunities by enhancing an organization's capacity to tackle larger projects. Such partnerships also attract funders who appreciate the comprehensive and collaborative nature of the proposed initiatives.

When a nonprofit transitions into becoming a large and established organization, its grant prospecting efforts evolve and shift toward more comprehensive strategies.

Let's explore the key strategies adopted by these scaling organizations:

Comprehensive Grant Strategy

Established nonprofits boast well-defined grant strategies that seamlessly align with their overarching mission and organizational goals. This comprehensive approach ensures that each grant application contributes meaningfully to the organization's objectives and overall success.
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By conducting thorough needs assessments, setting clear funding goals, and aligning grant-seeking efforts with long-term plans, large nonprofits strategically position themselves for sustained growth.

These organizations also often engage in capital campaigns to raise money for large projects, improvement efforts, or expansion. This capital campaign planning involves large sums of money and a carefully planned fundraising strategy.

Extensive Networks

Large nonprofits cultivate an extensive network of contacts within the philanthropic community.
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This expansive reach not only enhances their visibility but also positions them to receive invitations to apply for different grants, underscoring the significance of established connections in the grant-seeking community.

Leveraging these connections broadens an organization’s access to diverse funding opportunities.

Actively participating in industry conferences, engaging with other nonprofits, and cultivating relationships with key industry influencers contribute to the development and expansion of these networks.

Professional Grant Teams

Large nonprofits often have the resources and capacity to invest in specialized grant teams.
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Professional grant teams bring expertise in research, writing, and grant management and collaborate seamlessly to create compelling proposals. This contributes to the organization's ability to navigate complex grant applications and secure competitive funding.

Investing in professional development opportunities, implementing streamlined communication processes, and fostering a culture of collaboration are key components of building and sustaining effective grant teams.

Continuous Evaluation

One key characteristic of large nonprofits is that they prioritize continuous evaluation as a cornerstone of their grant strategy.
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Large and established nonprofits regularly evaluate the effectiveness of their grant strategies, making adjustments by adapting and refining them as needed. This commitment to ongoing improvement ensures sustained success in the competitive world of grant funding.

Establishing regular review cycles, collecting and analyzing performance metrics, and seeking feedback from key stakeholders contribute to a dynamic and responsive approach to grant strategy.

Transitioning into the realm of very large nonprofits signifies not just growth but a phase of institutionalized grant research. Let's explore the key features that distinguish the grant-seeking strategies of these influential nonprofit organizations.

Institutionalized Processes

For very large nonprofits, the grant-seeking process becomes a well-established and institutionalized component of the organization's day-to-day operations.
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Standardized processes ensure efficiency and consistency in identifying, applying for, and managing grants. They also enable a seamless integration of grant research into the overall workflow of the organization.

Investing in dedicated grant management software, establishing clear workflows, and providing continuous training to staff ensure the institutionalization of grant prospect research.

High Volume of Grants

Very large nonprofits often manage a high volume of grant applications. This includes not only a multitude of grants but also large, multi-year grant commitments.
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The capacity to handle such a substantial influx of grants highlights the organization’s strength and efficiency along with its maturity and capability to engage in complex grant funding opportunities.

Developing specialized teams for grant management, utilizing grant tracking systems, and establishing clear communication channels ensure the successful management of a high volume of grants.

Pro Tip: You can use Instrumentl to track your grants at each stage—all in one convenient place your whole team can access.

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Data Analytics

The utilization of data analytics and performance metrics becomes a distinguishing feature of very large nonprofits in their pursuit of excellence.
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By investing in data analytics tools, large nonprofits can assess the impact of their grants, allowing them to optimize their funding strategies and more effectively allocate their resources.

Conducting regular training sessions on data analytics tools, fostering a data-driven culture, and employing experts in data analysis strengthen the integration of data analytics into grant research processes and help organizations extract actionable insights.

Thought Leadership

Some very large nonprofits manage to rise to the status of thought leaders within their respective fields.
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This esteemed status not only showcases a nonprofit’s expertise but can also attract more grant and funding opportunities.

This influence positions organizations as significant contributors to their sector. This is why such nonprofits often attract powerful funders who seek to support impactful initiatives that can drive change in their respective fields.

For example, the Bill & Melinda Gates Foundation serves as a prime example of a thought leader organization.

Through its annual letters, extensive research initiatives, and collaborative partnerships, the Gates Foundation shares valuable insights, innovative solutions, and data-driven approaches to address pressing global challenges. Its thought leadership has attracted significant support, positioning the foundation as a key player in global health and philanthropy.

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Actively engaging in knowledge-sharing events, publishing research findings, participating in industry forums and conferences, and engaging in collaborative projects with other thought leaders contribute to establishing and maintaining thought leadership status.

Grant research for nonprofits is a journey marked by distinct stages, each demanding unique strategies and approaches.

While small nonprofits have limited resources and often rely on basic research methods and informal networks, very large nonprofits have the ability to institutionalize their grant research and apply to a high volume of grants.

You can begin identifying your nonprofit’s current stage by considering your organization's size, resources, and the complexity of your grant-seeking efforts. You can then use the insights in this guide to plan your future steps and strategies.

And don’t forget to sign up for Instrumentl to make finding, tracking, and managing grants much simpler and more effective!